Personal Assistant / Office Administrator (DUBAI)

Overview

We are seeking a highly professional, organized, and discreet Executive Assistant / Office Administrator to provide dedicated support to the General Manager. This role focuses exclusively on ensuring the smooth operation of the GM’s day-to-day activities, including schedule management, travel coordination, communication, and administrative tasks.

The ideal candidate thrives in a fast-paced environment, has excellent attention to detail, and demonstrates high levels of professionalism and confidentiality.

Key Responsibilities

Executive Support

• Provide direct administrative and organizational support to the General Manager.
• Manage and maintain the GM’s calendar, including scheduling internal and external meetings.
• Prepare meeting materials, briefing notes, and follow-up actions as needed.
• Draft, review, and proofread correspondence and documents on behalf of the GM.
• Handle confidential information with discretion and professionalism.

Travel & Logistics

• Organize all aspects of the GM’s and Co-Guardians domestic and international travel, including flights, accommodation, transportation, and itineraries.
• Prepare and process travel expense reports.

Communication & Coordination

• Act as the primary point of contact for the GM’s office, ensuring timely and professional communication with internal and external stakeholders.
• Follow up on action items and ensure proper execution of priorities set by the GM.
• Help facilitate smooth communication between the GM and department heads.

Office Administration

Oversee daily office operations to ensure a seamless work environment, managing facilities, office supplies, and vendor relationships. Coordinate internal communications and support the implementation of office policies and procedures.

Project Coordination

Support special projects and initiatives as assigned, from research to follow-up on action items. Collaborate with cross-functional teams ensuring alignment with organizational goals.

Required Qualifications and Competencies

Experience

Minimum of 5 years’ experience as a Personal Assistant to General Managers or senior executives, ideally within a luxury sector. Proven track record of managing multiple tasks and operating in a high-pressure environment.

Language and Communication

Exceptional command of the English language, both spoken and written. Arabic is a plus. Excellent communication skills, with the ability to engage confidently with C-level executives and high-profile clientele.

Organizational Skills

Strong multitasking abilities, prioritizing tasks effectively and managing deadlines without compromising quality. Keen attention to detail with excellent proofreading and editing skills.

Technical Proficiency

Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and common office management software. Familiarity with travel booking systems, digital calendar management, and collaboration tools.

Interpersonal Skills

Professional demeanor, polished appearance, and high levels of discretion and integrity. Ability to build relationships and network effectively within and outside the organization.

Cultural Awareness

Understanding of UAE and different cultural norms and business etiquette within a luxury brand context.

Education

A Bachelor’s degree in Business Administration, Communications, or related field is preferred, though extensive experience may be considered in lieu of formal education.